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Volume 15 , Number 1 Library Catalogs and Other Discovery Tools (Spring 2009) | Pages 31 - 35

July 2014 Northwest Digital Archives: Evolving Access to Archives and Special Collections in the Northwest Jodi Allison-Bunnell Orbis Cascade Alliance

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Allison-Bunnell, J. (2014). Northwest Digital Archives: Evolving Access to Archives and Special Collections in the Northwest. OLA Quarterly, 15(1), 31-35. http://dx.doi.org/10.7710/1093-7374.1236

© 2014 by the author(s). OLA Quarterly is an official publication of the Library Association | ISSN 1093-7374 | http://commons.pacificu.edu/olaq Northwest Digital Archives: Evolving Access to Archives and Special Collections in the Northwest

by Jodi Allison-Bunnell s library catalogs that offer general search across them provides researchers Program Manager, access to a wide range of materials with a level of access to information about Northwest Digital Archives, continue to evolve, so do special- collections that is not available through any Orbis Cascade Alliance A ized tools that offer more detailed access to other source. particular types of materials. Few areas have Excellent search engine exposure also en- seen as much activity and as many changes hances access. Each collection in NWDA also over the last ten or fifteen years as archives has a MARC record in WorldCat and a local and special collections. The Northwest catalog, and most of those records link to the Digital Archives (NWDA) program at the finding aid in NWDA through the 856 field. Orbis Cascade Alliance is in its seventh year Members who have digitized materials from of building effective access to archives and collections can link to those images from special collections materials in the North- item-level or folder-level descriptions in the west. The program has evolved over time finding aid in the NWDA database. to meet the changing needs of its member The finding aids are encoded in an institutions and their researchers and will XML document type definition (DTD) continue to evolve to expose these often- called Encoded Archival Description hidden unique collections. (EAD). In the past, finding aids for archival NWDA offers enhanced access to collections were most commonly created as archives and special collections materials typescript or word processing documents. in , , Oregon, and Some descriptive standards existed, but through a union database local practices prevailed. Unlike library of finding aids, or descriptions of those cataloging, with its natural incentive to materials by collection. Finding aids pro- save costs by sharing and distributing copy vide varying levels of detail on collections cataloging, archives and special collections beyond the MARC record. The ability to items are unique, and nearly all cataloging is entirely original. Descriptive practices have historically been shaped by the nature of each collection, with strong arguments made for particularized rather than stan- dardized practices. With the develop- ment of new library catalogs, EAD, the World Wide Web, and a general mandate

Unlike library cataloging, with its natural incentive to save costs by sharing and distributing copy cataloging, archives and special collections items are unique, and nearly all cataloging 31 is entirely original. Example of a finding aid in the Northwest Digital Archives. Vol 15 No 1 • Spring 2009

to improve collection access to expand- climbed to over 15,000 retrievals a month. ing audiences, archivists have developed Since mid-2008, database use has been and begun to adhere to more standardized consistent with 20,000 to 22,000 finding methods for describing groups of archival aids retrieved each month. Over the same and special collections materials. In 2004, three-year period, the pathway that users the Society of American Archivists released of the NWDA site use to get to the find- Describing Archives: A Content Standard ing aids has changed considerably. While Current members of (DACS), which for the first time prescribes researchers first came in primarily through the Northwest Digital minimal and optimal elements that should the NWDA search and retrieval site, that Archives program: be present in any description of items from quickly changed once the finding aids were or groupings of archival materials (Society exposed to search engines through Google Alaska State Library of American Archivists 2004). sitemaps in mid-2006. The proportion of Central Oregon Community NWDA began in 2002 with fund- entry from search engines and referring College ing from the National Endowment for the sites quickly increased to around 50 percent Humanities (NEH) and National Histori- and since October 2007 has stayed around Central Washington cal Publications and Records Commission 90 percent. Of that 90 percent, about two- University (NHPRC). The project grew with addition- thirds are from search engines and one- Eastern Washington State al funding from those same agencies in 2005 third from referring sites, which include Historical Society/Northwest and became a program of the Orbis Cascade library catalogs, Wikipedia, and sites that Museum of Arts & Culture Alliance in 2007. focus on specific subjects. Eastern Washington The Alliance’s administrative and fiscal Google metrics give much more detail University home is the , and the on these visitors and how they behave on NWDA Program Manager is an Alliance the site. The most commonly retrieved Gonzaga University employee. NWDA’s technical infrastructure finding aids are for the Montana State Idaho State Historical Society is hosted by Washington State University, Prison Records at the Montana Histori- with Head of Systems Al Cornish serving as cal Society, the Montana Ku Klux Klan Database Administrator. A half-time student Records and the Expo ‘74 World’s Fair Lewis & programmer helps him with system main- Records at the Eastern Washington State tenance and development. Member fees Historical Society, and the Bill Bowerman Montana Historical Society support this staff, software, hardware, and Papers at the University of Oregon. Most Oregon Health & Science costs associated with telephone and in-per- visitors are from the United States, but University son meetings. NWDA gained new members there is also significant use from Canada, from the Alliance and began as a program the United Kingdom, Germany, and Oregon Historical Society with thirty-one members in July 2007. Australia. Within the United States, most Oregon Institute of NWDA uses both Google metrics visitors come from within the Northwest Technology and internal reports to track usage. Mem- (primarily Seattle, Portland, Missoula, Spo- bers can access basic usage reports, which kane, and Eugene), but visitors from New show how many of their finding aids are York appear in the top 20. Visitors view retrieved each month, on the member Web an average of two pages on each visit, and site (Northwest Digital Archives http:// stay on each page for just under two and a nwda-db.wsulibs.wsu.edu/reports/docu- half minutes. Most keyword searches were ment.pl). These reports show a consistent on personal names, followed closely by upward trend in use. In January 2006, organization names (Google Metrics run 32 only 24 finding aids were retrieved from on nwda-db.wsulibs.wsu.edu for March 1, the database, but by January 2008 use had 2008–January 15, 2009). OREGON LIBRARY ASSOCIATION

Improved discovery on the Web also leads to increased collection use. NWDA members report increases in collection use NWDA’s commitment to usability since they became consortium members. In a spring 2008 survey of the membership, principles and testing … has 50 percent of members strongly agreed that resulted in significant changes participation in NWDA has increased the to and important improvements use of their collections, with an additional 31 Current members of percent somewhat agreeing with that state- in the site’s ability to effectively the Northwest Digital ment. Nearly half the members estimated in- serve researchers. Archives program: creases in use at 1 percent to 10 percent, with another one-third estimating increases in use The UTWG formulated usability princi- at 11 percent to 20 percent (NWDA Pro- ples in January 2006 based on Jakob Nielsen’s Pacific Lutheran University gram Assessment 2007). Anecdotally, many work and on Web site accessibility needs for Seattle Municipal Archives members report that researchers increasingly users with disabilities (Orbis Cascade Alli- appear in their reading rooms with finding ance 2006). The group followed with its first Museum of History & aids printed out from NWDA and knowing round of usability testing at the annual meet- Industry exactly what they would like to see. ing of Northwest Archivists in Butte, Mon- University of Alaska The design and functionality of the tana, in May 2006. The test subjects were Fairbanks first NWDA search interface, made avail- other archivists not associated with NWDA. able in summer 2004, were based largely on One UTWG member interviewed subjects University of Idaho the needs and preferences of the archivists and one took notes. Test subjects were al- University of Montana working on the NWDA project. Decisions lowed to explore the site with little imposed about the site’s functionality, appearance, structure. The results of this test showed that University of Oregon and other factors were often difficult to NWDA needed to focus on keyword rather make, as they were based on opinions about than browse searching and revealed some the needs of researchers rather than direct key navigation issues that had not previously Washington State or documentable information. The original been noticed. Resulting changes included a University Web site was intended to serve both NWDA keyword search box on the home page and Western Oregon University project members and their researchers, and greater consistency in navigation on the site Western Washington the navigation and terminology reflected (Orbis Cascade Alliance 2006). University this dual audience. In 2005, with discussions Tony Kurtz at Western Washington Uni- of general usability more visible within the versity and Donna McCrea at the University library and archives profession and with a of Montana performed the second round of need for a more rational basis on which to usability testing in late 2006 and early 2007 shape the site, NWDA formed a usability with undergraduates at their institutions. testing working group (UTWG) to guide This testing was more formal, with scripts the consortium’s work. NWDA’s commit- and Institutional Review Board approval. ment to usability principles and testing has Kurtz and McCrea recorded and fully tran- involved new skills and significant time com- scribed the interviews. The resulting report mitments from participating members on made a number of crucial recommendations behalf of the consortium, and it has resulted that included eliminating or moving much in significant changes to and important im- of the information on the NWDA page that provements in the site’s ability to effectively was intended for member institutions; clari- 33 serve researchers. fying search options; providing more context Vol 15 No 1 • Spring 2009

to help users understand what finding aids mendations for additional changes based on are; clarifying search results; providing a their results (Orbis Cascade Alliance 2008). search within the finding aid; and making Round five of testing, performed by Megan the printing option clearer. NWDA imple- Friedel of the Oregon Historical Society, mented these recommendations that same tested the search experience on the site, year (Orbis Cascade Alliance 2006). including the basic and advanced searches, Tiah Edmunson-Morton of Oregon searching within a finding aid, and entry State University performed the third round from referring sites like library catalogs and of usability testing in early 2007, focusing on search engines. She found that a number finding aid presentation rather than search- of small and larger revisions are needed ing. Like round two, these tests were scripted to make the site easier to use (Orbis Cas- and transcribed. Her tests showed that sub- cade Alliance 2008). NWDA is currently jects scrolled rather than read lengthy finding reviewing these results and considering what aids; wanted better options to search and changes to make to the site next. navigate within finding aids; were confused Usability testing data has provided the by lingering archival jargon; and had varying group with a better-supported framework opinions on whether the site satisfied their on which to base changes to the site: real us- needs for detail. Specific recommendations ers have told NWDA what does and doesn’t included modifications to the navigation meet their needs and showed us what they sidebar, addition of an expand-collapse most want from the site. Naturally, member function, changes in sequencing and fonts, institutions and working group members clearer divisions between sections, and direct also have the ability to shape improvements links to repository homepages (Orbis Cas- and changes to the site, but the focus on cade Alliance 2006). NWDA implemented users has helped NWDA get away from “de- all of these recommendations by summer signing for ourselves.” Usability testing has 2007 as part of a larger site redesign that also changed to reflect changes in use: while incorporated new graphics and a cleaner it was essential early in the program to test interface. That same summer, the Usability primarily the NWDA site and search func- Testing Working Group was renamed the tions, the fact that 90 percent of users now Usability Design Working Group (UDWG) come in through referring sites means that with a broader charge to shape the develop- it is now much more important to optimize ment of the NWDA site. that experience. In 2008, the UDWG did two addition- This stance is also shaping NWDA’s al rounds of usability testing. Round four, future program. Since 2004, NWDA has again performed by Edmunson-Morton, wanted to move beyond metadata to offer was a follow-up to round three and tested considerable access to digitized archival con- the subjects’ reactions to changes made to tent, but the planning and needs assessment the site. Their responses to some elements for such a project was beyond the project’s were positive, including repository links and capacity. The Alliance merger provided the the search within a finding aid function. impetus and opportunity for that planning. Other responses indicated that some chang- Since 2007, NWDA has been studying exist- es, including some aspects of the search ing digital programs within NWDA and within the finding aid and the expand-con- the Alliance, establishing priority researcher 34 tract function, need additional refinements audiences across institutions, and asking or are not working as expected. Both users NWDA and Alliance members about their and working group members had recom- needs and desires for programs, best prac- OREGON LIBRARY ASSOCIATION

Greene, Mark A. and Dennis Meissner. “More Product, Less Process: Revamping …the focus on users has helped Traditional Archival Processing.” American Archivist 68, no. 2 (2005): 208–263. NWDA get away from “designing for ourselves.” Northwest Digital Archives, “Northwest Digital Archives Report.” 2007. http://nw- tices, training, and services. In conjunction da-db.wsulibs.wsu.edu/reports/document.pl with Elizabeth Yakel of the University of (accessed March 25, 2009). Michigan’s School of Information, NWDA has conducted interviews with researchers Allison-Bunnell, Jodi. “Annual Northwest from priority audiences to assess their needs Digital Archives Member Assessment.” and desires for selection and presentation of 2008. Presented May 2008 at Northwest digitized archival content. The results, cur- Archivists Conference, Anchorage, Alaska. rently being compiled, will shape the direc- tion of a future program that will integrate Northwest Digital Archives Usability Test- content hosting, reformatting services, meta- ing Working Group,”Usability Principles.” search, and digital preservation. NWDA January 30, 2006. http://orbiscascade.org/ has received a Collaborative Planning Grant index/cms-filesystem-action?file=nwda/re- from the Institute for Museum and Library ports/ usabilityprinciplesutwg.pdf (accessed Services to propel the program toward reality. March 25, 2009). With its commitment to usability testing, skills developed within the group, Orbis Cascade Alliance, “Northwest Digital and looking forward to expanded digital Archives Usability Testing Working Group services in the future, NWDA will contin- Reports.” 2002-2007. http://orbiscascade. ue to build an effective program to enhance org/index/northwest-digital-archives-reports access to those unique collections that, (accessed March 25, 2009). in a world where published materials are increasingly universally accessible, are the Orbis Cascade Alliance, “Northwest Digital lifeblood and definition of the institutions Archives Usability Testing Working Group - that hold them. Usability Testing Round 4 Report.” March 12, 2008. http://orbiscascade.org/index/ References cms-filesystem-action?file=nwda/reports/ Society of American Archivists, June 5, nwda_utwg_ut4_report_20080312.pdf (ac- 2006. Development of the Encoded Archi- cessed March 25, 2009). val Description: DTD. http://www.loc.gov/ ead/eaddev.html (accessed March 5, 2009). Orbis Cascade Alliance, “Northwest Digital Archives Usability Testing Working Group - Society of American Archivists, April 16, Usability Testing Round 5 Report.” Novem- 2007. Encoded Archival Description Tag ber 6, 2008. http://orbiscascade.org/index/ Library. http://www.loc.gov/ead/tglib/ (ac- cms-filesystem-action?file=nwda/reports/ cessed March 25, 2009). udwg_ut5_executive_summary_20081106. pdf (accessed March 25, 2009). Society of American Archivists, Describing 35 Archives: A Content Standard. Chicago: Society of American Archivists, 2004.